Drug Count Reference Guide

The Drug Count in ALIS provides a structured way for communities to track, reconcile, and document medication inventory quantities in real time. It supports accurate medication accountability by ensuring that physical inventory is consistently verified against system-recorded values and any discrepancies are properly resolved and documented.

About the Drug Count

The Drug Count process in ALIS includes several key components that work together to support accurate medication inventory management and reconciliation.

These include:

• Initial feature enablement
• Configuration in Drug Count settings
• Medication order setup requirements for inclusion in counts
• The counting and verification workflow
• Medication quantity adjustments when discrepancies occur

ALIS automatically updates medication quantities in Pass Meds when administration records are documented, ensuring digital inventory remains current as medications are given.

Together, these components support accurate records, proper oversight, and audit readiness.

Enable the Drug Count

It is an entitlement-based feature and must be enabled by an ALIS team member. For enablement assistance, contact your Account Manager or the ALIS Customer Success Team.

Once enabled, access the Drug Count using the Dashboard icon. 

Customize your Drug Count

Drug Count settings allow communities to control how medication counts are organized, displayed, and managed in ALIS.

Access these settings from Settings > Medications > Drug Count tab. 

These settings determine:

• How counts are grouped (e.g., community, med cart, floor, hallway, narcotics vs. non-narcotics)
• Whether expected quantities are shown during counting
• How packaged medications are counted
• Available medication destruction methods
• Whether additional verification is required for refills and adjustments

For full details on each setting, refer to the Drug Count Settings guide.

Medication Order Setup Requirements

To appear in the Drug Count, medication orders must be individually enabled for Drug Count tracking. 

This can be done:

• During order processing in the pharmacy inbox, or
• When editing an existing order on the resident’s Manage Orders page.

If orders have not yet been enabled, refer to the How to Enable Medications for the Drug Count guide before proceeding. 

How to Perform a Drug Count 

To perform a Drug Count, users:

• Select the appropriate medication group for counting
• Compare physical quantities to ALIS records
• Resolve any discrepancies as needed
• Select Person 2 (witness) for verification
• Complete final two-person authentication and submit the count

For step-by-step instructions, refer to the How to Perform a Drug Count guide.

Required Two-Person Verification

ALIS requires two-person verification to ensure accuracy and accountability during final Drug Count submission.

Confirm Drug Count 

Required to complete and submit a Drug Count.

• Person 1: User performing the count
• Person 2: Selected witness staff member
• Both users must authenticate using their ALIS passwords

Submission cannot be completed until:

• All quantities are reconciled
• Both users have successfully authenticated 

Medication Quantity Adjustments

Medication inventory changes during a count may require adjustments depending on role permissions. 

These include:

• Refill
• Adjust
• Destroy (medication removal from inventory)

These actions are typically available to nurses and administrators. If discrepancies cannot be resolved, escalation to an authorized user may be required.

Refer to the How to Adjust Drug Quantity guide for details.

Optional Setting: Two-Person Verification for Refills and Adjustments

Some communities enable an additional layer of oversight for medication inventory changes.

When "Require two-person verification for refills and adjustments" is enabled:

• All Refill and Adjust transactions require two staff members.
  • Person 1 is the initiating user
  • Person 2 must be selected and authenticate using their password
• Once completed, the transaction is locked and cannot be edited or deleted.
• Both staff members are recorded in:
  • Manage Quantity grid
  • Drug Count Transactions Report

This setting applies to all refills and adjustments, not only controlled substances, and is disabled by default. For enablement assistance, contact your Account Manager or the ALIS Customer Success Team.

Related Articles: 

• Drug Count Settings
• How to Enable medications for the Drug Count
• How to Perform a Drug Count
• How to Adjust Drug Quantity

For more assistance: 888.404.ALIS (2547)  |  support@go-alis.com